MAY Research Blood and Tissue Kit Instructions

Transcription

1 Kit Inventory Instruction sheet Requisition Form Tissue Collection Supplies (2) Ambient Transport Bag (2) 4mL orange cap cryovials (2) 6mL Formalin (2) specimen labels ( 4 per sheet) (1) graduated pipet (1) 15 ml conical (1) Biohazard Bag (1) Ziploc bag with absorbent material Blood collection supplies: (1) 10 ml Plastic Red Vac Tube (red top) (1) 10 ml Plastic EDTA(purple top) (1) 10 ml Na Heparin (green top) tube (4) Specimen Labels (4 per sheet) (5) 2 ml white cap aliquot tubes (3) 2 ml yellow cap aliquot tubes (3) 2 ml orange cap aliquot tubes (3) graduated pipets (1) Ziploc Bag with absorbent material (1) Frozen Transport Bag Notes and Assistance 1. If there are questions about the kits or any missing items, call or Roxann Neumann, RN, BSN, CCRP. Phone: neumann.roxann@mayo.edu 2. All specimens should be shipped on the day of collection, Monday through Friday, for overnight shipping. 3. Do not collect specimens the day before, the day of, or on an observed day of a United States Federal holiday. Transportation services are frequently not available and specimens may be compromised by delayed arrival at our labs. Call your local FedEx office to determine service availability for pickups late in the day. 4. Maintain specimens at the appropriate shipping temperature as specified in the instructions below until the package is handed off to FedEx. 5. It is your responsibility to obtain dry ice when shipping frozen specimens via FedEx. BAP does not provide dry ice. Businesses that may have dry ice for purchase include ice cream shops, research labs, hospital and commercial blood banks, or chemical supply companies. 6. Collect research blood specimens with other required blood draws, when possible. 7. Ship all specimens to Biospecimen Accessioning and Processing (BAP) on the same day they are collected in the Brown shipping box. Biospecimens Accessioning and Processing (BAP) BAP Freezer 150 Third Street SW, Stabile ST SL-16 Rochester, MN 55902

2 Phone: Preparation Prior to Tissue Collection 1. Complete the kit requisition forms using a waterproof pen. Complete all fields on the forms. Write legibly. You will be contacted if there is any missing information. a. Site information b. Your contact information c. Participant initials (last, first middle). Use a dash (-) if there is no middle initial. This is not required if your institution does not permit recording participant initials. However, initials are useful to confirm accurate information. d. Participant ID number e. Date of birth f. Gender g. Visit name/description h. Specimen collection date and time i. FedEx tracking number (from the shipping bill in the kit) 2. Label (2) 4 ml orange aliquot tubes and 15 ml aliquot tube with the study number, visit name, participant ID, participant initials (if allowed), collection date and time, and specimen. 3. Label (2) 6 ml formalin aliquot tubes with the study number, visit name, participant ID, participant initials (if allowed), collection date and time, and specimen. 4. Attach the labels to the aliquot tubes, wrap clear scotch tape around the tube label to ensure the labels remain on the tube during shipping. 1. Add 1 ml of RNA later to the (2) 4mL aliquot tubes. 2. Place (1) core into each of the (2) 4mL cryovials containing RNA Later. 3. Place the (2) 4 ml cryovials of RNA Later containing tissue into a 15 ml conical tube. 4. Place the conical tube into one of the Ziploc bags containing absorbent material. 5. Place the Ziploc bag into a Biohazard bag. 6. Place the Biohazard bag into the plastic Frozen transport bag. 7. Place a copy of the original completed BAP Requisition Form into the outer pocket of the bag. 8. Seal the bag 9. Keep these specimens at frozen at -80⁰C temperature until shipment. SHIP IN THE BROWN SHIPPER to: Tissue Collection and Processing Biospecimens Accessioning and Processing (BAP) Freezer ST SL Third Street Southwest Rochester, MN 55902

3 Place (1) core into each of the (2) cryovials containing formalin Tissue needs to be paraffin embedded within 24 hours after placed in formalin. Do not cut slides or submit blocks until asked to do so by the CPN Pathology Coordinator. If you are submitting a block; please fill in the date and time the tissue was embedded. If you are submitting unstained slides; please fill in the date/time the tissue was embedded and date/time the slides were cut. The block / or slides will be shipped IN THE WHITE SHIPPER to: CPN PC Office (Study MAY ) RO_FF_03_24-CC/ NW Clinic 200 First Street Southwest, Rochester, MN Packaging Instructions: 1. Place the paraffin embedded block or slide box containing unstained slides into the other biohazard bag 2. Place the Biohazard bag into a Ambient Transport Bag 3. Place a copy of the original completed BAP Requisition Form into the outer pocket of the bag. Seal the bag. 4. Keep this bag at ambient temperature until transportation arrangements can be made. Preparation Prior to Blood Specimen Collection 1. Complete the kit requisition forms using a waterproof pen. Complete all fields on the forms. Write legibly. You will be contacted if there is any missing information. a. Participant Study Id b. Specimen collection date and time c. FedEx tracking number (from the ship manager label on the brown shipping box). 2. Label all 4 blood specimen containers, tubes, and aliquot tubes with the study number, visit name, participant ID, participant initials (if allowed), collection date and time, and specimen type, as follows: a. Label (4) white cap aliquot tubes S b. Label (3) orange cap aliquot tubes EP c. Label (3) orange cap aliquot tubes HP d. Label (1) yellow cap aliquot tube BC 3. Attach the labels to the aliquot tubes, wrap clear scotch tape around the tube label to ensure the labels remain on the tube during shipping.

4 Blood Specimen Collection and Processing 1. Assemble the supplies and perform venipuncture per your institution s procedures. 2. Draw the following tubes of blood, in the order specified below: a. 1 x 10 ml no additive (red topped) tube b. 1 x 10 ml EDTA (purple topped) tube c. 1 x 10 ml Na Heparin (green top) tube 3. Gently invert each tube 5-10 times to mix. No-Additive red topped tube: 1. Allow the blood in the red top tube to clot for 30 minutes. 2. Centrifuge this tube at laboratory standards for 10 minutes. 3. Using a graduated pipette, aliquot 1.0 ml serum into (4) white cap 2.0 ml aliquot tubes labeled S. EDTA purple topped tube: 1. Centrifuge The EDTA (purple top) tubes at laboratory stands for 10 minutes. 2. Remove the plasma from the EDTA 3. Using a graduated pipette, aliquot 1.0 ml platelet poor plasma into (3) orange cap 2.0 ml aliquot tubes labeled EPl 4. Using another graduated pipette carefully remove the white cell layer from the EDTA tube without disturbing the red cell layer below, aliquot it into (1) aliquot tube with the yellow top labeled BCt. Na Heparin green topped tube: 1. Centrifuge The Na Heparin (green top) tube at laboratory standards for 10 minutes. 2. Remove the plasma from the Na Heparin tube. 3. Using a graduated pipette, aliquot 1.0 ml platelet poor plasma into (3) orange cap 2.0 ml aliquot tubes labeled HP 1. Tighten the caps on the aliquot tubes and discard the no-add, EDTA, and Na Heparin collection tubes. 2. Place the aliquot tubes into a Ziploc bag with an absorbent sheet; place this bag into the frozen transport bag. Note: Keep the frozen transport bag containing the blood aliquots, tissue sample in RNALater and urine aliquot at -20C or lower until shipped.

5 Final Checklist and Packaging Before sealing the shipping container, please double check the following: Keep the bags at appropriate temperatures (ambient or frozen) while transportation arrangements are made. Make sure the BAP requisition form is complete and legible. Keep a copy for the participant s file. Make sure the FedEx tracking number has been inserted onto the requisition form. The Specimen Submission: Blood, Specimen Submission: Urine, and Specimen Submission: Tissue case report forms have been completed in Medidata Rave. All individual specimen containers are labeled with the study number, participant ID, specimen type, specimen collection date and time, and (if allowed) participant initials. You have sufficient dry ice to maintain specimens for 24 hours. Use 3 to 4 lbs. (2 kg) of commercially prepared dry ice. Place half of the commercially-prepared dry ice in the frozen Styrofoam container. Place the frozen transport bag, on top of the dry ice. Add the remaining dry ice, on top of the frozen transport bag. Pellets or chunks no more than 8 cm on a side are preferred. Check that all of the required labels are clearly visible on the shipping boxes. Boxes will be delayed enroute and specimen quality may be jeopardized if any of the required labels are missing, covered, or not filled out properly.

6 Shipping Instructions 1. Specimens must be completely packaged in shipping containers prior to FedEx pickup: Ambient SPECIMENS (FFPE samples) Put an ambient cold pack in the bottom of the Styrofoam container. Place three to four paper towels (for insulation) over the cold pack. Place the ambient specimen bag on top of the paper towels. Seal the container with packaging tape. FROZEN SPECIMENS: Using 3 to 4 lbs. (2kg) of commercially prepared dry ice. Place half of the commercially-prepared dry ice in the frozen Styrofoam container. Place the frozen specimens transport bag, on top of the dry ice. Add the remaining dry ice, on top of the frozen specimens transport bag. Pellets or chunks no more than 8 cm on a side are preferred. NOTE: It is your responsibility to obtain dry ice when shipping frozen specimens via FedEx. Mayo does not provide dry ice. Businesses that may have dry ice for purchase include ice cream shops, research labs, hospital and commercial blood banks, or chemical supply companies. 2. The brown colored shipping box will have a pre-addressed return label affixed to it. This label replaces the need for an airbill. Ship the specimen to BAP Monday-Friday. 3. Write your return address on the shipping container. 4. Call FedEx at early for same-day service. Provide the following information: Exact location of pick-up site Number of boxes in shipment 5. Assist the FedEx courier in locating the correct shipping boxes, if needed.